Compensation Resource Book

Transcription

1 Compensation Resource Book

2 The Dallas Independent School District Compensation Program The Dallas ISD Compensation Program is designed to ensure that each component promotes an atmosphere that attracts, motivates and retains high performing employees and provides support to the organizational mission of educating all students for success. Dallas ISD seeks to provide compensation that is competitive within the parameters of the Board of Trustees approved budget and complies with all state and federal regulations governing compensation practices. The Superintendent of Schools shall propose a compensation plan for all district personnel. The compensation plan for the upcoming school year will be reflected in the budget approved by the Board of Trustees and the Administration shall be responsible for developing procedures and guidelines for proper implementation of the Board-approved compensation plan. (See policy DEA (LOCAL)) The Dallas Independent School District, is an equal opportunity educational provider and employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, gender expression, genetic information, or any other basis prohibited by law in educational programs or activities that it operates or in employment decisions. The District is required by Title VI and Title VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, The Americans with Disabilities Act, and the Age Discrimination Act of 1975, as amended, as well as board policy not to discriminate in such a manner. (Not all prohibited bases apply to all programs.) The Compensation Department The function of the Compensation Department is to direct the strategic planning, design, implementation, administration and communication of all district compensation programs. The department is in charge of researching and evaluating the organizational needs of the district and assesses market trends to ensure compensation programs are aligned with the district s compensation philosophy. Compensation Structure Dallas Independent School District s compensation plans are made up of salary paygrades with respective ranges as well as supplemental earnings and benefit programs that are approved by the Board of Trustees. Salary ranges are determined by market rates for benchmark positions. To ensure that salary ranges are competitive with the market, the Compensation Department conducts market pricing research to inform current compensation levels for comparable positions. Employees are paid according to the pay range for their respective position (all employees are paid on a 12-month basis regardless of their respective position s schedule of days). The Dallas ISD Salary schedules are: Campus Professional Instructional Support Central Staff Technical and Analytical Staff Support Staff

3 Pay Grades and Position Classification The Compensation Department determines the compensatory value of a position by conducting systematic comparisons of positions to assess relative internal and external value. After the systematic comparison is complete, a position is assigned an associated pay grade. Pay grades are used to group positions that have approximately the same relative internal value based on compensatory factors (job descriptions, market data, internal equity, divisional consistency, and administrative input are all considered when performing job evaluations). Additionally, all positions will be classified as exempt or nonexempt in accordance with Fair Labor Standards Act (FLSA) requirements. The Divisional Chief, Human Capital Management and Budget Services will approve the need for any new position. If a department determines that a position has been improperly classified or that the scope of responsibilities has substantially changed, the department head may request an Individual Compensation Review (see Individual Compensation Review, p. 11 of this Resource Book). Nevertheless, a compensation review may be conducted at any time, if approved by the Chief of Human Capital Management. For positions to be classified as a Manager or above, the position must supervise at least 2 FTE (full-time equivalents), unless otherwise waived by the Manager of Compensation. New Hire Compensation Determination New hire compensation for the majority of district positions is based on each candidate s knowledge, skills and abilities (KSAs), related work experience and internal incumbent comparisons with employees who have similar positions and KSA s within Dallas ISD. The Compensation Department may collaborate with the hiring manager with regard to the candidate s starting salary. Human Capital Management is responsible for communicating the offer of assignment to the candidate. An employee will not be paid more than the maximum rate for their respective pay grade unless the employee was earning more than the maximum amount prior to the adoption of the newly assigned pay grade. Initial compensation recommendations which are outside of the Compensation department s recommendation will be referred to the Executive Director of Human Capital Management for review and approval. New hires with significant KSAs and experience may be hired at a pay rate above the median salary of comparable incumbents if the position is considered high-demand based upon market analysis and thorough evaluation of similarly situated employees. Documentation of Service Credit for Experience In order to receive service credit for prior work experience, personnel must provide documentation of service to Human Capital Management s Records Department on an official Texas Education Agency (TEA) approved record and must be validated by the appropriate institutional official. Direct service and related experience for new hires must be documented prior to the determination of salary credit. The following forms of documentation are acceptable for review by the Records Department: Service records from previous school employment (required for all service covered by TEA regulations) Contracts or Letters of Appointment Tax returns (for private practice)

4 Completed Verification of Prior Work Experience Form, submitted from previous employers specifying position held, dates of employment and hours worked. The Compensation Department may request additional documentation as necessary to substantiate prior experience for salary credit. Final approval of prior work experience must be provided by the Manager of Compensation. The salary credit for Creditable Years of Service (CYS) will be granted upon receipt of an official service record. Applicable salary adjustments will be made effective on the date of hire or date of new assignment honoring CYS if the employee provides the official service records within 30 calendar days from the assignment start date; otherwise, the effective date is the date upon which the Records Department receives the official service record. It is the responsibility of the employee to provide all official documentation. Campus Professional: Teachers The salaries of newly hired teachers are based upon consideration of creditable years of service (CYS). (see the Teachers Introductory Compensation Schedule, p.14 of this Resource Book). All teachers, excluding JROTC, CATE and Vocational Instructors, are required to possess, a bachelor s degree and certification as required by the Texas Education Agency (TEA) and the State Board of Educator Certification (SBEC). Teachers who serve as Athletic Coaches will receive supplemental earnings in addition to their annual base salary. Junior Reserve Officers Training Corps (JROTC) Instructors JROTC instructors will be paid on the Central Staff day salary schedule or according to active duty Armed Forces pay requirements as advised by the JROTC Coordinator, if the amount is greater. Both school experience and active duty experience may be counted for local salary credit Tex. Admin. Code (d)(2). Should the JROTC instructor transfer into a full-time teaching position, military experience will not be credited unless it meets the TEA guidelines. JROTC personnel will be paid in compliance with active duty Armed Forces pay requirements stated on his/her Military Instructor Pay (MIP) letter assignment. Career and Technology Education (CATE) Teachers For CATE Teachers, prior work experience will be considered in determining initial salary as if it were teaching experience with the following limitations: Work experience must have been required for certification; The teacher must have been employed in a CATE position within the school year for at least 50% of the time in an approved CATE position, and thereafter; Prior (non-school, professional) work experience is not creditable towards Teacher Retirement System. CATE teachers without degrees, may be employed if they possess comparable career or technological work, provided they possess an appropriate certificate. In the absence of a bachelor s degree, eight years of specifically related work experience will be credited for compensation determinations.

5 Campus Professional: Administrators The salaries of newly hired Assistant Principals, Principals and Executive Directors of School Leadership, will typically be placed between the effectiveness levels of Progressing I and Progressing III based on review of professional experience and a confirmation of relevant performance achievement. However, Compensation Department, will provide the initial compensation of all newly hired administrators. Instructional Support: Counselors, Psychologists, Specialists in School Psychology, Educational Diagnosticians, Speech Therapists, Social Workers, etc. Persons in these positions who are new to the District will be credited one creditable year of service ( CYS ) for each year of experience in accordance with the following guidelines one year of service credit will be awarded for each 12-month period of directly related full-time experience; one year of service credit will be awarded for each 24-month period of directly related part-time experience: Full-time professional employment according to approved TEA regulations; or Any full-time employment in certified or licensed public agencies or private practice/agency employer that provide social services and/or psychosocial treatment for children, youth or families (for salary consideration only, not eligible for TEA or TRS approved service) Instructional Support: School Nurse Persons new to the district will be credited one creditable year of service ( CYS ) for each year of professional experience or school district nursing experience as approved by the TEA guidelines. Newly employed staff nurses shall be given credit for work experience in a hospital, private medical practice, community health practice that includes assignment to a community health agency, industrial nursing or an out-patient clinic which involves family contact. Newly employed school nurses shall not receive credit for work experience acquired during the contract period for the current work year, until after the contract period has expired. Creditable years of service will be granted on a one-to-one year basis with approved work experience. The Work Experience Verification Form is to be completed and provided to the Records Department of Human Capital Management. Support Staff: Police and Security Persons hired for Police and Security Services must possess the certification or license required by law and/or Dallas ISD policy to be eligible for pay in their designated paygrade. The level of pay is determined using the following Texas Commission on Law Enforcement ( TCOLE ) licensing criteria: Step 1: Basic Police Officer Step 4: Intermediate Peace Officer Step 8: Advanced Peace Officer Step 12: Masters Peace Officer Returning Employees Former Dallas ISD employees who return to the district will be placed at the appropriate pay level for the position in which they are newly hired, which may differ from the pay level and/or position they occupied at the time of their departure from the district. Teachers who have received an appraisal rating under the Teachers Excellence Initiative (TEI) system within the past two years will receive the salary commensurate with their last Scorecard Effectiveness Level. Otherwise, the teacher will be compensated according to the

6 Teachers Introductory Compensation Schedule (see the Teachers Introductory Compensation Schedule, p.14 of this Resource Book). Salary Adjustments According to DEA (LOCAL), the Superintendent of Schools may recommend an amount for employee salary adjustments as a part of the annual budget. The Superintendent of Schools or designee shall approve salary adjustments for employees within the Board approved budgeted amounts and in accordance with the Compensation Guidelines. An employee s salary shall not be adjusted after performance on the contract has begun. If there is a change in an employee s job assignment or duties that warrant a compensation adjustment, the Superintendent of Schools or designee may adjust the pay within budgetary constraints. [See DEA (LEGAL) for provisions on pay increases and public hearing requirements.] Promotion Adjustments A promotion has occurred when movement to a position in a pay range with a midpoint that is considerably greater than the midpoint of the previous position s pay range has occurred. The number of contract days or applicable district calendar days of both positions will be considered. Promotional salary increases for all employees shall be applied to the employee s daily or hourly rate of pay. The amount of the increase to the daily rate will be up to the greater of: Five percent of the employee s current daily rate; or The minimum amount of the new salary range; or An amount determined by the Compensation Department within the new pay grade. Any promotion which would result in a 15% increase or greater to an employee s daily rate is subject to approval by the Executive Director of Human Capital Management. In cases where promotions occur at the beginning of the school year and the promotional increase coincides with any annual salary increase authorized by the Board of Trustees, the annual increase shall be applied to the employee s new salary (after promotional increase). Demotion Adjustments A demotion has occurred when movement to a position in a pay range with a midpoint that considerably less than the midpoint of the previous position s pay range has occurred. The number of contract days or applicable district calendar days of both positions will be considered. Salary decreases for all employees shall be applied to the employee s daily or hourly rate of pay. The decreased amount of the daily rate will be up to the greater of: Five percent of the employee s current daily rate; or The maximum amount of the new salary range; or An amount determined by the Compensation Department Any demotion which would result in a 15% decrease or greater to an employee s daily rate is subject to approval by the Executive Director of Human Capital Management.

7 Department vacancies are eligible to be either upgraded or downgraded for business necessities with approval from the Chief of Human Capital Management. No position can be upgraded or downgraded while in a filled status with a current active Dallas ISD employee without approval from the Compensation Department. Reassignment An administrative decision to reassign an employee to a lower grade level position will be accompanied by a letter of assignment signed by the Executive Director of Human Capital Management or the Chief of Human Capital Management. The letter shall clearly state the conditions under which the employee is reassigned, and whether there will be a reduction in current compensation. Salary Freezes A salary freeze following a demotion will be maintained for the duration of the employee s contract or for the duration of the current school year. If the employee remains in the lower level job assignment after a new school year starts, the salary will be adjusted to reflect the paygrade associated with the lower position. Lateral Transfer and Adjustments A lateral transfer has occurred when an assignment to a position in a pay range with a midpoint that is within a considerable range of the midpoint of the previous position s pay range. Typically, the movement is to another job with equal responsibilities. In most cases lateral transfers are not eligible for salary increases, except for adjustments required to reflect the work calendar days of the new job. A peer equity adjustment may be given for lateral transfers when the salaries of peer employees significantly exceed the salary of the new employee in the department. Any adjustment that exceeds 5% must be approved by the Executive Director of Human Capital Management. Transfer between Pay Groups The compensation structure and placement guidelines for each employee Pay Group are unique and are not interchangeable. The Compensation Department will determine the equivalent grade and base salary when an employee transfer occurs between Pay Groups. An overlap in employee calendars occurs with transfers from 226-days and 235-days Central Staff positions to campus positions. Due to campus contract dates beginning in July/August and ending in June and central staff contract dates beginning in September and ending in August, there will a be reduction in compensable days for the respective year. In other words, employees will not complete their contracts in the central staff position or will not be paid for all of the days in their new campus positions. Confirmation of the reduction in pay due to the transfer can be provided by the Payroll Department. Transfer from Central Staff Positions to TEI Positions Employees moving to a TEI-evaluated teacher position will be assigned a new salary based upon multiple factors including the TEI Teacher Introductory Compensation schedule, and the district s policies of promotions, demotions, lateral transfers and the employee s current salary.

8 Annual Pay Adjustments The Superintendent of Schools may propose an annual employee pay adjustment as part of the District s budget approval process and in accordance with the Compensation Guidelines. To receive a Boardapproved annual pay adjustment, an employee must be in an active status or on an approved leave of absence at the time of the issuance of the first payroll reflecting the annual pay adjustment. Employees not eligible to receive the Annual Pay Adjustment are shown below. Employees in positions with fixed salaries Newly hired employees in the following groups hired after June 3, o Central Staff 226 Days o Maintenance 260 Days o Security and Police 235 Days Campus Support Staff not active as of June 3, Certain JROTC instructors who receive Military Incentive Pay. Employees that have salaries at or over the maximum of the respective paygrade may receive the annual employee pay adjustment in a stipend that is to be paid out over the course of their contract period (the stipend is not added to the base salary of the employee and the base rate will remain the same unless the paygrade receives modification in value or the employee moves to a paygrade higher than their current paygrade). Back Payment A back payment will occur if the employee was paid is less than the amount that the employee should have been paid under the assigned pay grade and/or any relevant supplemental pay. If a request for back payment is presented in the current fiscal year, the Compensation Department will rectify the issue by paying the difference back to September 1, Overpayment An overpayment occurs if an employee is paid more than the amount that the employee should have been paid under the assigned pay grade and/or any relevant supplemental pay. If discovered and/or reported in the current fiscal year, the Compensation Department will rectify the issue by recovering the funds for the current year. (NOTE: Employees may work with the Payroll Department regarding repayment plans). Request for Individual Compensation Review If an individual s supervisor determines that a position has been improperly classified or that the content and scope of responsibilities have substantially changed, they may request a re-evaluation of the position from the Compensation Department via the Individual Compensation Review Form. Individual Compensation Reviews (ICR) are held quarterly and ICR Forms are due by the first of the month in which the reviews are conducted (i.e., January, April, July and October 1 st.). To be considered eligible for an ICR, the employee must: Have been an active employee at Dallas ISD or in current position for a full 12 months.

9 Receive approval from immediate supervisor, Executive Director and Divisional Chief (all signatures are required). Not be a Divisional Chief (all Chief salary adjustment requests will be given to the Chief of Human Capital Management). Have no more than two incumbents in the department submit a Compensation Review Form (if two or more reviews have been filed the ICRs will be reassigned to a Department Compensation Reviews [refer to pg.11]). Have not been a part of an Individual or Department Compensation Review that was implemented within 12 months of ICR submission date or is a part of a current Department Review. All ICR adjustments will be effective the first day of the month following the Compensation Review Committee meeting. Approved requests will be subject to budgetary restrictions. Request for Department Compensation Review If a supervisor determines that two or more positions have been improperly classified, the content and scope of responsibilities of many positions have substantially changed, or that retention or recruitment issues exist, they may request a re-evaluation of the department from the Compensation Department via the Department Compensation Review Form. Department Compensation Reviews (DCR) are held biannually, in conjunction with budget development and DCR Forms are due by the first of the month in which the reviews are conducted (i.e., October and January 1 st ). DCR findings are presented to the Compensation Review Committee during the respective committee meeting. All requests must be initiated by the department head and approved by the department Executive Director and Divisional Chief. All recommended adjustments should be included in the Department s budget development process and departments are responsible for funding the costs of any proposed recommendations. All DCR adjustments will be effective July 1 st or the first of month following the Board of Trustees approval of the following year s budget. Additional Information Additional information regarding salary structure and base pay administration, is located in the Salary Handbook included in this Compensation Resource Book. For additional information regarding stipends, incentives and supplemental pay, please see the Supplemental Earnings Handbook enclosed in this Compensation Resource Book. For all further information, please reach the Compensation Department at notifycomp@dallasisd.org.